Government Employees Pension Fund (GEPF) Request for ... · 1.2. EXECUTIVE SUMMARY The GEPF seeks to appoint service providers to a panel of caterers that will be required to provide

RFP: Panel of Catering Services GEPF 04/2020

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Confidential

Government Employees

Pension Fund

(GEPF)

Request for proposals (RFP) to be

appointed on a panel of catering services

at the GEPF for a period of 3 years

GEPF 04/2020


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INDEX Section Topic Page

1. Terms of Reference 03 of 41 to 07 of 41

2. Evaluation Criteria 08 of 41 to 09 of 41

3. SBD Forms 10 of 41 to 26 of 41

4. Special Conditions of Contract 27 of 41 to 29 of 41

5. General Conditions of Contract 30 of 41 to 41 of 41

Annexure Topic A SBD Forms B Special Conditions of Contract C General Conditions of Contract

Index to Administrative Annexure


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Terms of Reference 1.1. INTRODUCTION AND BACKGROUND

The Government Employees' Pension Fund is Africa’s largest pension fund, with 1 273 784 active

members and 437 051 pensioners and beneficiaries. We have more than R1.67 trillion in assets under

management and are the single largest investor in Johannesburg Stock Exchange-listed (JSE). We have

significant holdings in government bonds and invest in unlisted equity and property.

Our core business, governed by the Government Employees' Pension Law (1996), is to manage and

administer pensions and other benefits for government employees in South Africa. We work to give

members and pensioners peace of mind about their financial security after retirement by ensuring that all

funds in our safekeeping are responsibly invested and accounted for and that benefits are paid out

efficiently, accurately and on time.

Currently the GEPF has more than 320 participating employers, which include all national and provincial

government departments and the South African National Defence Force and Intelligence Community. The

GEPF has a footprint in all 9 provinces within South Africa, and is committed to the effective and efficient

provision of benefits to members, pensioners and beneficiaries.

1.2. EXECUTIVE SUMMARY

The GEPF seeks to appoint service providers to a panel of caterers that will be required to provide the

Catering Services for internal meetings and ad-hoc functions at the GEPF.

The purpose of this Request for Proposal (RFP) is to procure a panel of caterers to cater for GEPF internal

meetings and ad-hoc functions.

1.3. SCOPE OF WORK

The GEPF seeks to appoint service providers to a panel of caterers that will be required to provide the

Catering Services for internal meetings and ad-hoc functions at the GEPF. The service providers will be

appointed to a panel for a period of five years (three +1 +1). The GEPF reserves the right to renew the

contract with another two years, subject to a satisfactory performance assessment at the end of year

three.

1.4. SERVICE CONDITIONS

The scope of work shall be undertaken in the manner stated in this document as well as the Service Level

Agreement.

This Scope of Work is subject to all conditions and requirements as stated in Section 1.7 of this document.


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1.5. RESPONSE TIMES

The Service Provider is to ensure that meals ordered must be delivered to the meeting venue as stipulated

by the client. No delivery will be accepted if the required delivery times are not adhered to.

1.6. SPECIAL CONDITIONS

The GEPF shall:

Conduct business in a courteous and professional manner with the Service Provider;

Provide appropriate information as and when required by the Service Provider to fulfil their duties.

Not accept responsibility for any damages suffered by the Service Provider or their personnel for

the duration of the contract.

Not accept any responsibility for accounts/expenses incurred by the Service Provider that were not

agreed upon by the contracting parties.

Provide storage of catering dishes and warming plates where necessary for not more than 24 hours

during a work week, i.e. from Monday to Friday.

Rotate the successful service providers on a meeting to meeting basis taking into consideration

compliance to the signed SLAs.

Will evaluate the successful service providers from time to time on the following basis:

o Timeliness of service delivery;

o Quality of service provided;

o Provision of services in compliance with clearly stated specifications;

o Professional conduct of service providers (e.g. uniform, cutlery, etc.); and

o Added value of the contract, innovation and creativity, such as name tags


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1.7. SPECIFIC CONDITIONS

1.7.1. CATERING SERVICES

1.7.1.1. Provide high quality catering service for internal meetings and ad-hoc functions / meetings on

request, which will consist of approximately 70 meetings for a financial year. The number of

meetings may increase or decrease depending on the GEPF’s operations, and the size of the

meetings may vary in terms of the number of attendees.

1.7.1.2. Standard catering for the GEPF Board and other ad-hoc meetings will consist of the following:

A fresh fruit platter / A breakfast platter

One red meat

One white meat

Two vegetables

One starch

One green salad

One other salad (without starch)

Dessert

1.7.1.3. Provide catering for late afternoon or early evening functions on request.

1.7.1.4. Provide snack platters on request.

1.7.1.5. Provide soft drinks and fruit juices on request.

1.7.1.6. Catering for any specific dietary requirements, such as vegetarian and Halaal, on request.

Definitions to ensure common understanding are as follows:

Vegetarian: a person who does not eat or does not believe in eating meat, fish, fowl, or, in

some cases, any food derived from animals, as eggs or cheese, but subsists on vegetables,

fruits, nuts, grain, etc.

Halaal: food that adheres to Islamic law, as defined in the Koran. The Islamic form of

slaughtering animals or poultry, Dhabiha, involves killing through a cut to the jugular vein,

carotid artery and windpipe.

Vegan: completely excludes meat, eggs, dairy products and all other animal-derived

ingredients. Many vegans also do not eat foods that are processed using animal products,

such as refined white sugar and some wines.

Diabetic: whole foods that are not processed, such as fruits and vegetables.

Kosher: food that complies with the strict dietary standards of traditional Jewish law.

Animals must be slaughtered and prepared in the prescribed way, in which the blood is

drained from the body, while certain creatures, notably pigs and shellfish, are forbidden


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altogether. Meat and milk must not be cooked or consumed together, and separate utensils

must be kept for each.

1.7.1.7. Delivery of meals within the preferred time frames, e.g. fruit platter at 08:00 and lunch at 11:00.

1.7.1.8. Provide meals in a presentable manner to clients.

1.7.1.9. Provide adequate catering equipment to serve and keep the meals warm.

1.7.2. PREPARATION AND STANDARDS

1.7.2.1. The meals and beverages served will be of high quality and prepared in a clean and hygienic

manner in accordance with all health and safety regulations.

Note: a tasting session for the shortlisted service providers shall be held on a date

communicated, and a prescribed menu will be given to all who is on the shortlist.

1.7.2.2. A reasonable variety in menus will be served at each meeting that you are requested to cater for.

1.7.3. OFFSITE PREPARATION

1.7.3.1. The GEPF reserves the right to inspect such facilities to ensure compliance with the Occupational

Health and Safety Act.

1.7.3.2. The Service Provider must submit a certified copy of the relevant certificate which indicates that

the Service Provider complies with the relevant Occupational Health and Safety Rules and

Regulations as contained in the Occupational Health and Safety Act. In a case where the kitchen

used is registered to another company, a certified copy of the relevant health certificate of that

company must be provided.

1.7.3.3. Contract award would be subject to inspection of registered premises of caterers.

1.8. GUIDE TO RESPOND

1.8.1. A written proposal clearly outlining the approach in terms of delivery and cost indications.

1.8.2. Service providers who are unable to cater for vegetarian, vegan, halaal, kosher, diabetic meals

must be able to demonstrate in their proposal how they are going to source that when there is a

request for such.

1.8.3. Service providers that make use of other caterers for halaal and kosher requirements, must submit

a certificate from those caterers to the GEPF each time that a halaal and kosher meal is delivered

to the GEPF.

1.8.4. Demonstration of relevant skills and experience in delivering high standard catering within the set

timeframes.


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1.8.5. Supply Chain compliance documents: Complete and sign the Standard Bidding Documents

included in the RFP.

1.8.6. Occupational Health and Safety

A certified copy of the Occupational Health and Safety Certificate, or the certificate from the

company that owns the kitchen.

1.8.7. Include a SARS certificate/pin number/tax clearance certificate.

1.8.8. Valid and original B-BBEE certificates.

1.8.9. Company profile.

1.8.10. Company profile and resources:

Should clearly reflect the company’s relevant experience.

Team members’ shortened CV’s should be included, reflecting relevant experience.

1.8.11. References

The GEPF requires at least three (3) contactable reference letters pertaining to the outsourced

services from the Service Provider (see evaluation criteria).

1.9. PRICING

1.9.1. For evaluation purposes only, Service Providers are required to provide detailed pricing on the

Pricing Schedule. The pricing shall be based on provision of a hot lunch for ten (10) people,

consisting of the following for 10 people (estimated number of people per meeting):

A fresh fruit platter and breakfast platter

One red meat

One white meat

Two vegetables

One starch

One green salad

One other salad (without starch)

Dessert

1.9.2. All other pricing assumptions, excluded and unknown costs must be clearly documented.

1.9.3. Final pricing will be negotiated during the contract negotiations.

The GEPF will be following a Quality Based Selection (QBS) approach to establish the panel of caterers. In a

QBS the RFP requires the submission of a technical proposal only (without the financial proposal). The


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highest ranked technical proposals after evaluating on functionality will be approached to submit a detailed

financial proposal where after the financial proposal(s) and the contract(s) will be negotiated.

2. Evaluation Criteria Value: 1 = Very poor 2 = Poor 3 = Average 4 = Above Average 5 = Excellent

Phase 1: Administrative Compliance

1. Completed and signed SBD forms

included in RFP.

2. Original valid TCC, Tax Clearance pin or

CSD report.

3. Certified copy of a Certificate of

compliance to Health and Safety as

contained in Occupational Health and

Safety Act. If the kitchen is owned by

another company the relevant

certificate of that company must be

provided.

Technical proposal addressing functionality

evaluation criteria

Failure to comply with the administrative

requirements will render the RFP non-

responsive resulting in disqualification.

Phase 2: Functionality

Technical Criteria Weight

Methodology

General approach, planned methodology and proposed activities towards

the undertaking of the project, catering services as described in paragraph

1.7.

15

Track Record on Catering Services:

The track record must be supported by written reference letters in the

client’s letterhead and duly signed and indicating good service

15

Experience of team members in the catering industry 20

Location of premises on which food is prepared 20

Threshold for Phase 2 is 60%

Food tasting

Service providers will be given a list of ingredients to prepare for the food

tasting. The food will be judged on presentation, flavour, taste, texture and

doneness.

30


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NB: Only service providers who have passed the technical criteria phase will be invited

to the food tasting.

Phase 4: Preferential Points

Price (final pricing will be negotiated during the contracting negotiations) 70

B-BBEE Status Level 30


NB: Bidders are required to score a minimum of 60% points on functionality and presentation to qualify for

the next level of evaluation (B-BBEE and price). Bidders who do not score the minimum of 60% points on

functionality will be disqualified and not be evaluated on price and B-BBEE.

General and technical enquiries: Ms. Nokwanda Shoba Supply Chain Management Specialist E-mail: [email protected] 012 424 7318


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Annexure A

(GEPF)

SCM

Standard Bid Document


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SBD1 PART A

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE GOVERNMENT PENSION ADMINISTRATION AGENCY (GPAA)

BID NUMBER GEPF 04/2020 CLOSING DATE

24 August 2020 CLOSING TIME 12:00pm

DESCRIPTION Panel of Catering Services providers to the GEPF

BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS)

34 HAMILTON STREET

ARCADIA

PRETORIA

BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO

TECHNICAL ENQUIRIES MAY BE DIRECTED TO

CONTACT PERSON NOKWANDA SHOBA CONTACT PERSON NOKWANDA SHOBA

TELEPHONE NUMBER N/A

TELEPHONE NUMBER

FACSIMILE NUMBER N/A FACSIMILE NUMBER N/A

E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]

SUPPLIER INFORMATION

NAME OF BIDDER

POSTAL ADDRESS

STREET ADDRESS

TELEPHONE NUMBER CODE NUMBER

CELLPHONE NUMBER

FACSIMILE NUMBER CODE NUMBER

E-MAIL ADDRESS

VAT REGISTRATION NUMBER

SUPPLIER COMPLIANCE STATUS

TAX COMPLIANCE SYSTEM PIN

OR CENTRAL SUPPLIER DATABASE No MAAA

BBBEE STATUS LEVEL VERIFICATION CERTIFICATE

TICK APPLICABLE BOX]

Yes No

BBBEE STATUS LEVEL SWORN AFFIDAVIT

[TICK APPLICABLE BOX]

Yes No


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A BBBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR BBBEE]

ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS /SERVICES /WORKS OFFERED?

Yes No

[IF YES ENCLOSE PROOF]

ARE YOU A FOREIGN BASED SUPPLIER FOR THE GOODS /SERVICES /WORKS OFFERED?

Yes No

[IF YES, ANSWER THE QUESTIONNAIRE BELOW ]

QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS

IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)?

Yes No

DOES THE ENTITY HAVE A BRANCH IN THE RSA? Yes No

DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA?

Yes No

DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? Yes No

IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? Yes No

IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE

STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW.


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PART B

TERMS AND CONDITIONS FOR BIDDING

1. BID SUBMISSION

1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS.

1.2. LATE BIDS WILL NOT BE ACCEPTED FOR CONSIDERATION.

1.3. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED (NOT TO BE RE-TYPED) OR IN THE MANNER PRESCRIBED IN THE BID DOCUMENT.

1.4. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2017, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT.

1.5. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7).

2. TAX COMPLIANCE REQUIREMENTS

2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS.

2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS.

2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE WWW.SARS.GOV.ZA.

2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID.

2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER.

2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED.

2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE SERVICE OF THE STATE.”

NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. SIGNATURE OF BIDDER: ………………………………………………………………… CAPACITY UNDER WHICH THIS BID IS SIGNED: ………………………………….. (Proof of authority must be submitted e.g. company resolution) DATE: …………………………………….

http://www.sars.gov.za/


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SBD 3.1

PRICING SCHEDULE

NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT

NAME OF BIDDER: …………………………………………………………………………………………………………….BID NO.: GEPF 04/2020 CLOSING TIME 12:00pm CLOSING DATE: 24 August 2020

OFFER TO BE VALID FOR…120 DAYS FROM THE CLOSING DATE OF BID.

ITEM NO QUANTITY

DESCRIPTION BID PRICE IN RSA CURRENCY (INCLUDING VAT)

1 10 pax * A breakfast platter R

2 10 pax * One red meat R

3 10 pax * One white meat R

4 10 pax * Two vegetables R

5 10 pax * One starch R

6 10 pax * One green salad R

7 10 pax * One salad (non-starch) R

8 10 pax * Desert R

TOTAL(VAT Inclusive) R

At: 34 Hamilton Street Brand and model …………………………………. Country of origin …………………………………. Does offer comply with specification? *YES/NO If not to specification, indicate deviation(s) …………………………………. Period required for delivery …………………………………. *Delivery: *FIRM/NOT FIRM Delivery basis …………………………………. Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination. * Delete if not applicable


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SBD 4

DECLARATION OF INTEREST 1. Any legal person, including persons employed by the state¹, or persons having a kinship with persons employed by the

state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes an advertised competitive bid, a limited bid, a proposal or written price quotation). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority where the:

bidder is employed by the state; and/or

legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.

2. IN ORDER TO GIVE EFFECT TO THE ABOVE, THE FOLLOWING QUESTIONNAIRE MUST BE COMPLETED AND

SUBMITTED WITH THE BID.

2.1 Full Name of bidder or his or her representative: ………………………………………………………………….……………. 2.2 Identity Number: ……………………………………………………………………………………………….............................. 2.3 Position occupied in the Company (director, trustee, shareholder², member): ……………………………………………… 2.4 Registration number of company, enterprise, close corporation, partnership agreement or trust: ………………………… 2.5 Tax Reference Number: ……………………………………………………………………………………………………………. 2.6 VAT Registration Number: ……………………………………………………………………………….....................................

2.7 The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference numbers

and, if applicable, employee / PERSAL numbers must be indicated in paragraph 3 below.

¹“State” means – (a) any national or provincial department, national or provincial public entity or constitutional institution within the

meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999); (b) any municipality or municipal entity; (c) provincial legislature; (d) National Assembly or the National Council of Provinces; or (e) Parliament. ²”Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise.

2.8 Are you or any person connected with the bidder presently employed by the state? Yes No

If so, furnish the following particulars:

Name of person / director / trustee / shareholder/ member: ……....…………………………………………………………………...

Name of state institution at which you or the person connected to the bidder is employed: ………………………………………..

Position occupied in the state institution: .................…………………………………………………………………………………….


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Any other particulars: ……………………………………………………………………………….

.............................................................................................................

……………………………………………………………………………….

……………………………………………………………………………….

2.9 If you are presently employed by the state, did you obtainthe appropriate authority to Yes No

undertake remunerative work outside employment in the public sector?

If yes, did you attach proof of such authority to the bid document? Yes No (Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid).

If no, furnish reasons for non-submission of such proof:

……………………………………………………………………………………………………………………

…………………………………………………………………………………………………………………...

…………………………………………………………………………………………………………………...

2.10 Did you or your spouse, or any of the company’s directors / trustees / shareholders / Yes No

members or their spouses conduct business with the state in the previous twelve months?

If so, furnish particulars: ……………………………………………………………………………………………………………………..

……………………………………………………………………………………………………………………..

………………………………………………………………….......................................................................

2.11 Do you, or any person connected with the bidder, have any relationship (family, friend, other) Yes No

with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid?

If so, furnish particulars:

……………………………………………………………………………………………………………………..

……………………………………………………………………………………………………………………..

………………………………………………………………….......................................................................

2.12 Are you, or any person connected with the bidder, aware of any relationship (family, friend, other) Yes No

between any other bidder and any person employed by the statewho may be involved with the evaluation and or adjudication of this bid? If so, furnish particulars.

……………………………………………………………………………………………………………………..

……………………………………………………………………………………………………………………..

………………………………………………………………….......................................................................


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2.13 Do you or any of the directors / trustees / shareholders / members of the company have Yes No

any interest in any other related companies whether or not they are bidding for this contract? If so, furnish particulars:

……………………………………………………………………………………………………………………..

……………………………………………………………………………………………………………………..

………………………………………………………………….......................................................................

3. FULL DETAILS OF DIRECTORS / TRUSTEES / MEMBERS / SHAREHOLDERS

Full Name Identity Number Personal Income Tax Reference Number

State Employee Number / Persal Number

4 DECLARATION

I, THE UNDERSIGNED (NAME) …………………………………………… HEREBY CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 AND 3 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE. …………………………………………………….. …………………………………………..………… SIGNATURE DATE ………………………………………………….… …………………………………………………….. NAME OF BIDDER POSITION


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SBD 6.1

PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL

PROCUREMENT REGULATIONS 2017

This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL

CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2017.

1. GENERAL CONDITIONS

1.1 The following preference point systems are applicable to all bids:

- the 70/30 system for all requirements irrespective of Rand value (all applicable taxes included)

1.2

a) The value of this bid is estimated to exceed/not exceed R50 000 000 (all applicable taxes included) and therefore the 70/30 preference point system shall be applicable; or

b) The 70/30 preference point system will be applicable to this tender

1.3 Points for this bid shall be awarded for:

(a) Price; and

(b) B-BBEE Status Level of Contributor.

1.4 The maximum points for this bid are allocated as follows:

POINTS

PRICE 70

B-BBEE STATUS LEVEL OF CONTRIBUTOR 30

Total points for Price and B-BBEE must not exceed

100

1.5 Failure on the part of a bidder to submit proof of B-BBEE Status level of contributor together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.

1.6 The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser.


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2. DEFINITIONS

(a) “B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act;

(b) “B-BBEE status level of contributor” means the B-BBEE status of an entity in terms of a code of good practice on black economic empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;

(c) “bid” means a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of goods or services, through price quotations, advertised competitive bidding processes or proposals;

(d) “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003);

(e) “EME” means an Exempted Micro Enterprise in terms of a code of good practice on black economic empowerment issued in terms of section 9 (1) of the Broad-Based Black Economic Empowerment Act;

(f) “functionality” means the ability of a tenderer to provide goods or services in accordance with specifications as set out in the tender documents.

(g) “prices” includes all applicable taxes less all unconditional discounts;

(h) “proof of B-BBEE status level of contributor” means:

1) B-BBEE Status level certificate issued by an authorized body or person;

2) A sworn affidavit as prescribed by the B-BBEE Codes of Good Practice;

3) Any other requirement prescribed in terms of the B-BBEE Act;

(i) “QSE” means a qualifying small business enterprise in terms of a code of good practice on black economic empowerment issued in terms of section 9 (1) of the Broad-Based Black Economic Empowerment Act;

(j) “rand value” means the total estimated value of a contract in Rand, calculated at the time of bid invitation, and includes all applicable taxes;

3. POINTS AWARDED FOR PRICE

3.1 THE 70/30 PREFERENCE POINT SYSTEMS

A maximum of 70 points is allocated for price on the following basis: 70/30

min

min170

P

PPtPs

Where

Ps = Points scored for price of bid under consideration

Pt = Price of bid under consideration

Pmin = Price of lowest acceptable bid


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4. POINTS AWARDED FOR B-BBEE STATUS LEVEL OF CONTRIBUTOR

4.1 In terms of Regulation 6 (2) and 7 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below:

B-BBEE Status Level of Contributor

Number of points

(70/30 system)

1 30

2 26

3 22

4 18

5 14

6 10

7 6

8 3

Non-compliant contributor

0

5. BID DECLARATION

5.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following:

6. B-BBEE STATUS LEVEL OF CONTRIBUTOR CLAIMED IN TERMS OF PARAGRAPHS 1.4 AND 4.1

6.1 B-BBEE Status Level of Contributor: . = ………(maximum of 30 points)

(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 4.1 and must be substantiated by relevant proof of B-BBEE status level of contributor.

7. SUB-CONTRACTING

7.1 Will any portion of the contract be sub-contracted?

(Tick applicable box)

YES NO

7.1.1 If yes, indicate:

i) What percentage of the contract will be subcontracted............…………….% ii) The name of the sub-contractor………………………………………………… iii) The B-BBEE status level of the sub-contractor......................................……… iv) Whether the sub-contractor is an EME or QSE

(Tick applicable box)

YES NO

v) Specify, by ticking the appropriate box, if subcontracting with an enterprise in terms of Preferential Procurement Regulations,2017:


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Designated Group: An EME or QSE which is at last 51% owned

by: EME

√ QSE

√

Black people

Black people who are youth

Black people who are women

Black people with disabilities

Black people living in rural or underdeveloped areas or townships

Cooperative owned by black people

Black people who are military veterans

OR

Any EME

Any QSE

8. DECLARATION WITH REGARD TO COMPANY/FIRM

8.1 Name of company/firm:…………………………………………………………………

8.2 VAT registration number:……………………………………….……………………

8.3 Company registration number:…………….……………………….……………………

8.4 TYPE OF COMPANY/ FIRM

Partnership/Joint Venture / Consortium

One person business/sole propriety

Close corporation

Company

(Pty) Limited [TICK APPLICABLE BOX]

8.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

8.6 COMPANY CLASSIFICATION

Manufacturer

Supplier

Professional service provider

Other service providers, e.g. transporter, etc. [TICK APPLICABLE BOX]

8.7 Total number of years the company/firm has been in business:……………………


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8.8 I/we, the undersigned, who is / are duly authorised to do so on behalf of the

company/firm, certify that the points claimed, based on the B-BBE status level of

contributor indicated in paragraphs 1.4 and 6.1 of the foregoing certificate, qualifies

the company/ firm for the preference(s) shown and I / we acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4 and 6.1, the contractor may be required to furnish documentary proof to the satisfaction of the purchaser that the claims are correct;

iv) If the B-BBEE status level of contributor has been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, the purchaser may, in addition to any other remedy it may have –

(a) disqualify the person from the bidding process;

(b) recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation;

(d) recommend that the bidder or contractor, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, be restricted by the National Treasury from obtaining business from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution.

SBD 6.1 DATE:……………………………….

ADDRESS:………………………… ….………………………

………………………………………. SIGNATURE(S) OF BIDDERS(S)

DATE: ………………………………….

ADDRESS …………………………………..

…………………………………..

…………………………………..

WITNESSES 1. ……………………………………..

2. …………………………………….


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SBD8

DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES 1. This Standard Bidding Document must form part of all bids invited.

2. It serves as a declaration to be used by institutions in ensuring that when goods and services are being

procured, all reasonable steps are taken to combat the abuse of the supply chain management system.

3. The bid of any bidder may be disregarded if that bidder, or any of its directors have:

a. abused the institution’s supply chain management system;

b. committed fraud or any other improper conduct in relation to such system; or

c. Failed to perform on any previous contract.

4. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

Item Question Yes No

4.1 Is the bidder or any of its directors listed on the National Treasury’s database as companies or persons prohibited from doing business with the public sector?

(Companies or persons who are listed on this database were informed in writing of this restriction by the National Treasury after the audi alteram partem rule was applied).

Yes

No


4.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)?

To access this Register, open the National Treasury’s website, www.treasury.gov.za, click on the icon “Register for Tender Defaulters” or submit your written request for a hard copy of the Register to facsimile number (012) 3265445.

Yes

No


4.3 Was the bidder or any of its directors convicted by a court of law (including a court outside of the Republic of South Africa) for fraud or corruption during the past five years?

Yes

No


4.4 Was any contract between the bidder and any organ of state terminated during the past five years on account of failure to perform on or comply with the contract?

Yes

No


4 DECLARATION

I, THE UNDERSIGNED (NAME) …………………………………………… HEREBY CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS TRUE AND CORRECT. I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE. …………………………………………………….. …………………………………………..………… SIGNATURE DATE ………………………………………………….… …………………………………………………….. NAME OF BIDDER POSITION

http://www.treasury.gov.za/


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SBD 9

CERTIFICATE OF INDEPENDENT BID DETERMINATION

1 This Standard Bidding Document (SBD) must form part of all bids¹ invited.

2 Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement between,

or concerted practice by, firms, or a decision by an association of firms, if it is between parties in a

horizontal relationship and if it involves collusive bidding (or bid rigging).² Collusive bidding is a per se

prohibition meaning that it cannot be justified under any grounds.

3 Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities must take all

reasonable steps to prevent abuse of the supply chain management system and authorizes accounting

officers and accounting authorities to:

a. disregard the bid of any bidder if that bidder, or any of its directors have abused the institution’s

supply chain management system and or committed fraud or any other improper conduct in relation

to such system.

b. cancel a contract awarded to a supplier of goods and services if the supplier committed any corrupt

or fraudulent act during the bidding process or the execution of that contract.

4 This SBD serves as a certificate of declaration that would be used by institutions to ensure that, when

bids are considered, reasonable steps are taken to prevent any form of bid-rigging.

5 In order to give effect to the above, the attached Certificate of Bid Determination (SBD 9) must be

completed and submitted with the bid:

¹ Includes price quotations, advertised competitive bids, limited bids and proposals.

² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to

compete, secretly conspire to raise prices or lower the quality of goods and / or services for

purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging is,

therefore, an agreement between competitors not to compete.


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SBD 9

CERTIFICATE OF INDEPENDENT BID DETERMINATION I, the undersigned, in submitting the accompanying bid:

…………………………………………………………………………………………………………………………………

(Bid Number and Description)

in response to the invitation for the bid made by the GPAA (Name of Institution) do hereby make the following

statements that I certify to be true and complete in every respect:

I certify, on behalf of:

……………………………………………………………………………………………………………………………

(Name of Bidder) that:

1. I have read and I understand the contents of this Certificate;

2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true and

complete in every respect;

3. I am authorised by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf of the

bidder;

4. Each person whose signature appears on the accompanying bid has been authorised by the bidder to

determine the terms of, and to sign the bid, on behalf of the bidder;

5. For the purposes of this Certificate and the accompanying bid, I understand that the word “competitor” shall

include any individual or organisation, other than the bidder, whether or not affiliated with the bidder, who:

(a) has been requested to submit a bid in response to this bid invitation;

(b) could potentially submit a bid in response to this bid invitation, based on their qualifications, abilities

or experience; and

(c) provides the same goods and services as the bidder and/or is in the same line of business as the

bidder.

6. The bidder has arrived at the accompanying bid independently from, and without consultation,

communication, agreement or arrangement with any competitor. However communication between

partners in a joint venture or consortium³ will not be construed as collusive bidding.

7. In particular, without limiting the generality of paragraphs 6 above, there has been no consultation,

communication, agreement or arrangement with any competitor regarding:

(a) prices;

(b) geographical area where product or service will be rendered (market allocation);

(c) methods, factors or formulas used to calculate prices;

(d) the intention or decision to submit or not to submit, a bid;

(e) the submission of a bid which does not meet the specifications and conditions of the bid; or

(f) bidding with the intention not to win the bid.

8. In addition, there have been no consultations, communications, agreements or arrangements with any

competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the

products or services to which this bid invitation relates.


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SBD 9

9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or

indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the

contract.

10. I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive

practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation.

……………………………………… …………………………………………..………… SIGNATURE DATE ………………………………………………… …………………………………………………….. NAME OF BIDDER POSITION


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Annexure B

(GEPF)

SCM

Special Conditions of Contract


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Special Condition of Contract

General Notes

The purpose of this Special Conditions of Contract (SCC) is to:

(i) Draw special attention to certain special conditions applicable to Bids, Contracts,

Agreements and Orders of the Government Employee Pension Fund (GEPF); and

(ii) To ensure that all bidders are familiar with the special provisions, requirements and

conditions that will be applicable in the undertaking of the audit and which will form part of

the contract documentation and of which due cognisance must be taken in the bidding

process.

In this document words in the singular also mean in the plural and vice versa and words in the

masculine also mean in the feminine and neuter.

The General Conditions of Contract (GCC) also forms part of all bidding documents and must be

read in conjunction with this Special Conditions of Contract.

Whenever there is a conflict between the GCC and the SCC, the provisions in the SCC shall

prevail.

1.1. Bid Submission

1.1.1. Bidders will be permitted to submit bids by:

Hand at: 34 Hamilton Street, Arcadia, Pretoria

1.1.2. Closing Date: 24 August 2020

1.1.3. Closing time: 12:00 pm.

1.2. Validity of Bids

1.2.1. Bidders are required to submit bids valid for 120 days.

1.3. Four-stage Bidding

1.3.1. For this bid a four-stage bidding procedure will be used, under which first un-

priced technical proposals on the basis of a conceptual design or performance

specifications are invited. The third phase will be a tasting session that will

also inform the functionality score. The price proposal will only be considered


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after the technical proposal has been confirmed as being competent and

compliant.

1.4.3 Bidders are requested to submit their proposal in separate envelopes, with the

technical proposal separated from the price proposal (SBD3) should be in a

separate envelope constituting the pricing proposal.

1.4.5 A minimum number of 1 original of the technical proposal is required as well as

1 original of the pricing proposal in a separate envelope.

1.4. Late Bids

1.5.1 Bids received after the time stipulated will not be considered. Late bids will be posted back to the bidder un-opened.

1.5. Clarification or Alterations of Bids

1.6.1 Bidders will not be requested or permitted to alter their bids after the deadline

for receipt of bids.

1.6.2 Requests for clarification needed to evaluate bids and the bidder’s responses should be made in writing.

1.6. Completeness of Documentation

1.6.1. It will be ascertained whether bids:

a. Include information to confirm company’s tax status b. Have been properly signed and completed (SBD documents) c. A joint venture agreement in the event of a joint venture proposal d. A certified copy of the Occupational Health and Safety Certificate, or the

certificate from the company that owns the kitchen

1.7.2 If a bid is not acceptable, that is, it does not meet the administrative requirements in 1.7.1 above, it may be considered unacceptable for further evaluation.

1.7.3 The bidder will not be permitted to correct or withdraw their proposals once

they have been submitted unless upon the request by the GEPF.

1.7. Rejection of all Bids

1.8.1 GEPF reserves the right to reject of all bids if and when deemed necessary. This is justified when there is lack of effective competition, or bids are not substantially responsive.

1.8. Associations between Consultants

1.8.1. Consultants are encouraged to associate with each other to complement their

empowerment credentials and their respective areas of expertise, or for other reasons. Such an association may be for the long term (independent of any particular assignment) or for a specific assignment. The association may take the form of a joint venture or a sub consultancy.

1.9.2 The service provider will be subjected to positive financial risk assessment

prior award.


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Annexure C

(GEPF)

General Conditions of Contract


-31-

General Conditions of Contract

GEPF PROCUREMENT: GENERAL CONDITIONS OF CONTRACT The purpose of this Annexure is to:

i. Draw special attention to certain general conditions applicable to GEPF bids, contracts and orders; and

ii. To ensure that clients be familiar with regard to the rights and obligations of all parties involved in doing business with GEPF.

In this document words in the singular also mean in the plural and vice versa and words in the masculine also mean in the feminine and neuter.

The General Conditions of Contract will form part of all bid documents and may not be amended.

Special Conditions of Contract (SCC) relevant to a specific bid should be compiled separately for every bid if applicable and will supplement the General Conditions of Contract. Whenever there is a conflict, the provisions in the SCC shall prevail.

TABLE OF CLAUSES

1. Definitions

2. Application

3. General

4. Standards

5. Use of contract documents and information; inspection

6. Patent rights

7. Performance security

8. Inspections, tests and analysis

9. Packing

10. Delivery and documents

11. Insurance

12. Transportation

13. Incidental services

14. Spare parts

15. Warranty

16. Payment

17. Prices

18. Contract amendments

19. Assignment

20. Subcontracts

21. Delays in the supplier’s performance

22. Penalties

23. Termination for default

24. Dumping and countervailing duties

25. Force Majeure

26. Termination for insolvency

27. Settlement of disputes

28. Limitation of liability

29. Governing language

30. Applicable law

31. Notices

32. Taxes and duties


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1. DEFINITIONS The following terms shall be interpreted as indicated: 1.1. “Closing time” means the date and hour specified in the bidding documents for the

receipt of bids. 1.2. “Contract” means the written agreement entered into between the purchaser and

the supplier, as recorded in the contract form signed by the parties, including all attachments and appendices thereto and all documents incorporated by reference therein.

1.3. “Contract price” means the price payable to the supplier under the contract for the

full and proper performance of his contractual obligations. 1.4. “Corrupt practice” means the offering, giving, receiving, or soliciting of any thing of

value to influence the action of a public employee in the procurement process or in contract execution.

1.5. "Countervailing duties" are imposed in cases where an enterprise abroad is

subsidized by its GEPF and encouraged to market its products internationally. 1.6. “Country of origin” means the place where the goods were mined, grown or

produced or from which the services are supplied. Goods are produced when, through manufacturing, processing or substantial and major assembly of components, a commercially recognized new product results that is substantially different in basic characteristics or in purpose or utility from its components.

1.7. “Day” means calendar day. 1.8. “Delivery” means delivery in compliance of the conditions of the contract or order. 1.9. “Delivery ex stock” means immediate delivery directly from stock actually on hand. 1.10. “Delivery into consignees store or to his site” means delivered and unloaded in

the specified store or depot or on the specified site in compliance with the conditions of the contract or order, the supplier bearing all risks and charges involved until the supplies are so delivered and a valid receipt is obtained.

1.11. "Dumping" occurs when a private enterprise abroad market its goods on own

initiative in the RSA at lower prices than that of the country of origin and which have the potential to harm the local industries in the RSA.

1.12. ”Force majeure” means an event beyond the control of the supplier and not

involving the supplier’s fault or negligence and not foreseeable. Such events may include, but is not restricted to, acts of the purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.

1.13. “Fraudulent practice” means a misrepresentation of facts in order to influence a

procurement process or the execution of a contract to the detriment of any bidder, and includes collusive practice among bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the bidder of the benefits of free and open competition.

1.14. “GCC” means the General Conditions of Contract.


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1.15. “Goods” means all of the equipment, machinery, and/or other materials that the supplier is required to supply to the purchaser under the contract

1.16. “Imported content” means that portion of the bidding price represented by the cost

of components, parts or materials which have been or are still to be imported (whether by the supplier or his subcontractors) and which costs are inclusive of the costs abroad, plus freight and other direct importation costs such as landing costs, dock dues, import duty, sales duty or other similar tax or duty at the South African place of entry as well as transportation and handling charges to the factory in the Republic where the supplies covered by the bid will be manufactured.

1.17. “Local content” means that portion of the bidding price which is not included in the

imported content provided that local manufacture does take place. 1.18. “Manufacture” means the production of products in a factory using labour,

materials, components and machinery and includes other related value-adding activities.

1.19. “Order” means an employee written order issued for the supply of goods for works

or the rendering of a service. 1.20. “Project site,” where applicable, means the place indicated in bidding documents. 1.21. “Purchaser” means the organization purchasing the goods. 1.22. “Republic” means the Republic of South Africa. 1.23. “SCC” means the Special Conditions of Contract. 1.24. “Services” means those functional services ancillary to the supply of the goods,

such as transportation and any other incidental services, such as installation, commissioning, provision of technical assistance, training, catering, gardening, security, maintenance and other such obligations of the supplier covered under the contract.

1.25. “Written” or “in writing” means handwritten in ink or any form of 96 electronic or

mechanical writing. 1.26. 2. APPLICATION 2.1. These general conditions are applicable to all bids, contracts and orders including

bids for functional and professional services, sales, hiring, letting and the granting or acquiring of rights, but excluding immovable property, unless otherwise indicated in the bidding documents.

2.2. Where applicable, special conditions of contract are also laid down to cover specific

supplies, services or works. 2.3. Where such special conditions of contract are in conflict with these general

conditions, the special conditions shall apply. 3. GENERAL 3.1. Unless otherwise indicated in the bidding documents, the purchaser shall not be

liable for any expense incurred in the preparation and submission of a bid. Where applicable a non-refundable fee for documents may be charged.


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3.2. With certain exceptions, invitations to bid are only published in the State Tender Bulletin. The State Tender Bulletin may be obtained directly from the Government Printer, Private Bag X85, Pretoria 0001, or accessed electronically from www.employee.gov.za.

4. STANDARDS 4.1. The goods supplied shall conform to the standards mentioned in the bidding

documents and specifications. 5. USE OF CONTRACT DOCUMENTS AND INFORMATION; INSPECTION 5.1. The supplier shall not, without the purchaser’s prior written consent, disclose the

contract, or any provision thereof, or any specification, plan, drawing, pattern, sample, or information furnished by or on behalf of the purchaser in connection therewith, to any person other than a person employed by the supplier in the performance of the contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance.

5.2. The supplier shall not, without the purchaser’s prior written consent, make use of

any document or information mentioned in GCC clause 5.1 except for purposes of performing the contract.

5.3. 3 Any document, other than the contract itself mentioned in GCC clause 5.1 shall

remain the property of the purchaser and shall be returned (all copies) to the purchaser on completion of the supplier’s performance under the contract if so required by the purchaser.

5.4. The supplier shall permit the purchaser to inspect the supplier’s records relating to

the performance of the supplier and to have them audited by auditors appointed by the purchaser, if so required by the purchaser.

6. PATENT RIGHTS 6.1. The supplier shall indemnify the purchaser against all third-party claims of

infringement of patent, trademark, or industrial design rights arising from use of the goods or any part thereof by the purchaser.

7. PERFORMANCE 7.1. Within thirty (30) days of receipt of the notification of contract award, the successful

bidder shall furnish to the purchaser the performance security of the amount specified in SCC.

7.2. The proceeds of the performance security shall be payable to the purchaser as

compensation for any loss resulting from the supplier’s failure to complete his obligations under the contract.

7.3. The performance security shall be denominated in the currency of the contract, or in

a freely convertible currency acceptable to the purchaser and shall be in one of the following forms: 7.3.1. a bank guarantee or an irrevocable letter of credit issued by a reputable bank

located in the purchaser’s country or abroad, acceptable to the purchaser, in the form provided in the bidding documents or another form acceptable to the purchaser; or

7.3.2. a cashier’s or certified cheque


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7.4. The performance security will be discharged by the purchaser and returned to the supplier not later than thirty (30) days following the date of completion of the supplier’s performance obligations under the contract, including any warranty obligations, unless otherwise specified in SCC.

8. INSPECTIONS, TESTS AND ANALYSES 8.1. All pre-bidding testing will be for the account of the bidder. 8.2. If it is a bid condition that supplies to be produced or services to be rendered should

at any stage during production or execution or on completion be subject to inspection, the premises of the bidder or contractor shall be open, at all reasonable hours, for inspection by a representative of the Department or an organization acting on behalf of the Department.

8.3. If there is no inspection requirements indicated in the bidding documents and no

mention is made in the contract, but during the contract period it is decided that inspections shall be carried out, the purchaser shall itself make the necessary arrangements, including payment arrangements with the testing Energy Board concerned.

8.4. If the inspections, tests and analyses referred to in clauses 8.2 and 8.3 show the

supplies to be in accordance with the contract requirements, the cost of the inspections, tests and analyses shall be defrayed by the purchaser.

8.5. Where the supplies or services referred to in clauses 8.2 and 8.3 do not comply with

the contract requirements, irrespective of whether such supplies or services are accepted or not, the cost in connection with these inspections, tests or analyses shall be defrayed by the supplier.

8.6. Supplies and services which are referred to in clauses 8.2 and 8.3 and which do not

comply with the contract requirements may be rejected. 8.7. Any contract supplies may on or after delivery be inspected, tested or analyzed and

may be rejected if found not to comply with the requirements of the contract. Such rejected supplies shall be held at the cost and risk of the supplier who shall, when called upon, remove them immediately at his own cost and forthwith substitute them with supplies which do comply with the requirements of the contract. Failing such removal the rejected supplies shall be returned at the suppliers cost and risk. Should the supplier fail to provide the substitute supplies forthwith, the purchaser may, without giving the supplier further opportunity to substitute the rejected supplies, purchase such supplies as may be necessary at the expense of the supplier.

8.8. The provisions of clauses 8.4 to 8.7 shall not prejudice the right of the purchaser to

cancel the contract on account of a breach of the conditions thereof, or to act in terms of Clause 23 of GCC.

9. PACKING

The supplier shall provide such packing of the goods as is required to prevent their damage or deterioration during transit to their final destination, as indicated in the contract. The packing shall be sufficient to withstand, without limitation, rough handling during transit and exposure to extreme temperatures, salt and precipitation during transit, and open storage. Packing, case size and weights shall take into consideration, where appropriate, the remoteness of the goods’ final destination and the absence of heavy handling facilities at all points in transit.

The packing, marking, and documentation within and outside the packages shall comply strictly with such special requirements as shall be expressly provided for in the


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contract, including additional requirements, if any, specified in SCC, and in any subsequent instructions ordered by the purchaser.

10. DELIVERY OF DOCUMENTS

Delivery of the goods shall be made by the supplier in accordance with the terms specified in the contract. The details of shipping and/or other documents to be furnished by the supplier are specified in SCC.

10.1. Documents to be submitted by the supplier are specified in SCC. 11. INSURANCE 11.1. The goods supplied under the contract shall be fully insured in a freely convertible

currency against loss or damage incidental to manufacture or acquisition, transportation, storage and delivery in the manner specified in the SCC.

12. TRANSPORTATION 12.1. Should a price other than an all-inclusive delivered price be required, this shall be

specified in the SCC. 13. INCIDENTAL SERVICES 13.1. The supplier may be required to provide any or all of the following services,

including additional services, if any, specified in SCC: a.performance or supervision of on-site assembly and/or commissioning of the

supplied goods; b.furnishing of tools required for assembly and/or maintenance of the supplied goods; c.furnishing of a detailed operations and maintenance manual for each appropriate

unit of the supplied goods; d.performance or supervision or maintenance and/or repair of the supplied goods, for

a period of time agreed by the parties, provided that this service shall not relieve the supplier of any warranty obligations under this contract; and

e.Training of the purchaser’s personnel, at the supplier’s plant and/or on-site, in assembly, start-up, operation, maintenance, and/or repair of the supplied goods.

13.2. Prices charged by the supplier for incidental services, if not included in the contract

price for the goods, shall be agreed upon in advance by the parties and shall not exceed the prevailing rates charged to other parties by the supplier for similar services.

14. SPARE PARTS 14.1. As specified in SCC, the supplier may be required to provide any or all of the

following materials, notifications, and information pertaining to spare parts manufactured or distributed by the supplier: a.such spare parts as the purchaser may elect to purchase from the supplier, provided

that this election shall not relieve the supplier of any warranty obligations under the contract; and

b.in the event of termination of production of the spare parts:

i. Advance notification to the purchaser of the pending termination, in sufficient time to permit the purchaser to procure needed requirements; and

ii. Following such termination, furnishing at no cost to the purchaser, the blueprints, drawings, and specifications of the spare parts, if requested.


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15. WARRANTY 15.1. The supplier warrants that the goods supplied under the contract are new, unused,

of the most recent or current models, and that they incorporate all recent improvements in design and materials unless provided otherwise in the contract. The supplier further warrants that all goods supplied under this contract shall have no defect, arising from design, materials, or workmanship (except when the design and/or material is required by the purchaser’s specifications) or from any act or omission of the supplier, that may develop under normal use of the supplied goods in the conditions prevailing in the country of final destination.

15.2. This warranty shall remain valid for twelve (12) months after the goods, or any

portion thereof as the case may be, have been delivered to and accepted at the final destination indicated in the contract, or for eighteen (18) months after the date of shipment from the port or place of loading in the source country, whichever period concludes earlier, unless specified otherwise in SCC.

15.3. The purchaser shall promptly notify the supplier in writing of any claims arising

under this warranty. 15.4. Upon receipt of such notice, the supplier shall, within the period specified in SCC

and with all reasonable speed, repair or replace the defective goods or parts thereof, without costs to the purchaser.

15.5. Upon receipt of such notice, the supplier shall, within the period specified in SCC

and with all reasonable speed, repair or replace the defective goods or parts thereof, without costs to the purchaser.

15.6. If the supplier, having been notified, fails to remedy the defect(s) within the period

specified in SCC, the purchaser may proceed to take such remedial action as may be necessary, at the supplier’s risk and expense and without prejudice to any other rights which the purchaser may have against the supplier under the contract.

16. PAYMENT 16.1. The method and conditions of payment to be made to the supplier under this contract shall be specified in SCC. 16.2. The supplier shall furnish the purchaser with an invoice accompanied by a copy of the delivery note and upon fulfilment of other obligations stipulated in the contract. 16.3. Payments shall be made promptly by the purchaser, but in no case later than thirty (30) days after submission of an invoice or claim by the supplier. 16.4. Payment will be made in Rand unless otherwise stipulated in SCC. 17. PRICES 17.1. Prices charged by the supplier for goods delivered and services performed under

the contract shall not vary from the prices quoted by the supplier in his bid, with the exception of any price adjustments authorized in SCC or in the purchaser’s request for bid validity extension, as the case may be.

18. CONTRACT AMENDMENTS 18.1. No variation in or modification of the terms of the contract shall be made except by

written amendment signed by the parties concerned.


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19. ASSIGNMENT 19.1. The supplier shall not assign, in whole or in part, its obligations to perform under the

contract, except with the purchaser’s prior written consent. 20. SUBCONTRACTS 20.1. The supplier shall notify the purchaser in writing of all subcontracts awarded under

this contract if not already specified in the bid. Such notification, in the original bid or later, shall not relieve the supplier from any liability or obligation under the contract.

21. DELAYS IN THE SUPPLIERS PERFORMANCE 21.1. Delivery of the goods and performance of services shall be made by the supplier in

accordance with the time schedule prescribed by the purchaser in the contract. 21.2. If at any time during performance of the contract, the supplier or its subcontractor(s)

should encounter conditions impeding timely delivery of the goods and performance of services, the supplier shall promptly notify the purchaser in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the supplier’s notice, the purchaser shall evaluate the situation and may at his discretion extend the supplier’s time for performance, with or without the imposition of penalties, in which case the extension shall be ratified by the parties by amendment of contract.

21.3. No provision in a contract shall be deemed to prohibit the obtaining of supplies or

services from a national department, provincial department, or local authorities. 21.4. The right is reserved to procure outside of the contract small quantities or to have

minor essential services executed if an emergency arises, the supplier’s point of supply is not situated at or near the place where the supplies are required, or the supplier’s services are not readily available.

21.5. Except as provided under GCC Clause 25, a delay by the supplier in the

performance of its delivery obligations shall render the supplier liable to the imposition of penalties, pursuant to GCC Clause 22, unless an extension of time is agreed upon pursuant to GCC Clause 21.2 without the application of penalties.

21.6. Upon any delay beyond the delivery period in the case of supplies contract, the

purchaser shall, without cancelling the contract, be entitled to purchase supplies of a similar quality and up to the same quantity in substitution of the goods not supplied in conformity with the contract and to return any goods delivered later at the supplier’s expense and risk, or to cancel the contract and buy such goods as may be required to complete the contract and without prejudice to his other rights, be entitled to claim damages from the supplier.

22. PENALTIES 22.1. Subject to GCC Clause 25, if the supplier fails to deliver any or all of the goods or to

perform the services within the period(s) specified in the contract, the purchaser shall, without prejudice to its other remedies under the contract, deduct from the contract price, as a penalty, a sum calculated on the delivered price of the delayed goods or unperformed services using the current prime interest rate calculated for each day of the delay until actual delivery or performance. The purchaser may also consider termination of the contract pursuant to GCC Clause 23.


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23. TERMINATION FOR DEFAULT 23.1. The purchaser, without prejudice to any other remedy for breach of contract, by

written notice of default sent to the supplier, may terminate this contract in whole or in part: a.if the supplier fails to deliver any or all of the goods within the period(s) specified in

the contract, or within any extension thereof granted by the purchaser pursuant to GCC Clause 21.2;

b.if the Supplier fails to perform any other obligation(s) under the contract; or c.if the supplier, in the judgment of the purchaser, has engaged in corrupt or

fraudulent practices in competing for or in executing the contract. 23.2. In the event the purchaser terminates the contract in whole or in part, the purchaser

may procure, upon such terms and in such manner as it deems appropriate, goods, works or services similar to those undelivered, and the supplier shall be liable to the purchaser for any excess costs for such similar goods, works or services. However, the supplier shall continue performance of the contract to the extent not terminated.

24. ANTI-DUMPING AND COUNTERVAILING DUTIES AND RIGHTS 24.1. When, after the date of bid, provisional payments are required, or antidumping or

countervailing duties are imposed, or the amount of a provisional payment or anti-dumping or countervailing right is increased in respect of any dumped or subsidized import, the State is not liable for any amount so required or imposed, or for the amount of any such increase. When, after the said date, such a provisional payment is no longer required or any such anti-dumping or countervailing right is abolished, or where the amount of such provisional payment or any such right is reduced, any such favourable difference shall on demand be paid forthwith by the contractor to the State or the State may deduct such amounts from moneys (if any) which may otherwise be due to the contractor in regard to supplies or services which he delivered or rendered, or is to deliver or render in terms of the contract or any other contract or any other amount which may be due to him.

25. FORCE MAJEURE 25.1. Notwithstanding the provisions of GCC Clauses 22 and 23, the supplier shall not be

liable for forfeiture of its performance security, damages, or termination for default if and to the extent that his delay in performance or other failure to perform his obligations under the contract is the result of an event of force majeure.

25.2. If a force majeure situation arises, the supplier shall promptly notify the purchaser in

writing of such condition and the cause thereof. Unless otherwise directed by the purchaser in writing, the supplier shall continue to perform its obligations under the contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the force majeure event.

26. TERMINATION FOR INSOLVENCY 26.1. The purchaser may at any time terminate the contract by giving written notice to the

supplier if the supplier becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the supplier, provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the purchaser.

27. SETTLEMENT OF DISPUTES 27.1. If any dispute or difference of any kind whatsoever arises between the purchaser

and the supplier in connection with or arising out of the contract, the parties shall


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make every effort to resolve amicably such dispute or difference by mutual consultation.

27.2. If, after thirty (30) days, the parties have failed to resolve their dispute or difference

by such mutual consultation, then either the purchaser or the supplier may give notice to the other party of his intention to commence with mediation. No mediation in respect of this matter may be commenced unless such notice is given to the other party.

27.3. Should it not be possible to settle a dispute by means of mediation, it may be settled

in a South African court of law. 27.4. Mediation proceedings shall be conducted in accordance with the rules of procedure

specified in the SCC. 27.5. Notwithstanding any reference to mediation and/or court proceedings herein,

a.the parties shall continue to perform their respective obligations under the contract unless they otherwise agree; and

b.the purchaser shall pay the supplier any monies due the supplier. 27.6. Except in cases of criminal negligence or wilful misconduct, and in the case of

infringement pursuant to Clause 6. 28. LIMITATION OF LIABILITY 28.1. The supplier shall not be liable to the purchaser, whether in contract, tort, or

otherwise, for any indirect or consequential loss or damage, loss of use, loss of production, or loss of profits or interest costs, provided that this exclusion shall not apply to any obligation of the supplier to pay penalties and/or damages to the purchaser.

28.2. The aggregate liability of the supplier to the purchaser, whether under the contract,

in tort or otherwise, shall not exceed the total contract price, provided that this limitation shall not apply to the cost of repairing or replacing defective equipment.

29. GOVERNING LANGUAGE 29.1. The contract shall be written in English. All correspondence and other documents

pertaining to the contract that is exchanged by the parties shall also be written in English.

30. APPLICABLE LAW 30.1. The contract shall be interpreted in accordance with South African laws, unless

otherwise specified in SCC. 31. NOTICES 31.1. Every written acceptance of a bid shall be posted to the supplier concerned by

registered or certified mail and any other notice to him shall be posted by ordinary mail to the address furnished in his bid or to the address notified later by him in writing and such posting shall be deemed to be proper service of such notice.

31.2. The time mentioned in the contract documents for performing any act after such

aforesaid notice has been given, shall be reckoned from the date of posting of such notice.


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32. TAXES AND DUTIES 32.1. A foreign supplier shall be entirely responsible for all taxes, stamp duties, license

fees, and other such levies imposed outside the purchaser’s country. 32.2. A local supplier shall be entirely responsible for all taxes, duties, license fees, etc.,

incurred until delivery of the contracted goods to the purchaser. 32.3. No contract shall be concluded with any bidder whose tax matters are not in order.

Prior to the award of a bid, GEPF must be in possession of a tax clearance certificate, submitted by the bidder. This certificate must be an original issued by the South African Revenue Services.